Required Budget Narrative Checklist for R&E Grant Proposals

Required Budget Narrative Checklist for R&E Grant Proposals

(form updated 03/01/2018)

PERSONNEL SERVICES

Position or Name

Salary & basis for this salary (i.e. FTE; Hourly rate; etc.)

Length of time expected to work

What will they be doing?

*Secretarial / clerical must be exceptional in nature and justified as it relates to the project.

FRINGE BENEFITS

Provide Total allowable fringe benefits

Salary x % Rate = Benefits

NON-EXPENDABLE EQUIPMENT

Equipment greater than or equal to $5,000 and has a useful life of more than 1 year.

Type / description

List each Item and Cost

Narrative on intended use in project

*Permanent capital expenditures (e.g. land, buildings, etc.) are NOT ALLOWED.

TRAVEL

How does this travel relate to your project goals/activities (required)

Destination – if known

Mileage – Maximum rate is $0.545/mi.

Lodging - # of nights, # of people, Lodging cost

Daily Per Diem-Rate for Meals; for current rate see: www.gsa.gov/perdiem

*International Travel is NOT ALLOWED*

PUBLICATION CHARGES

Commercial printing or field related publication charges for brochures & program materials.

COMPUTER (ADPE) COSTS

Line/computer processing usage charges which include internet service provider fees.

State how each Computer Cost relates to the project.

List each Item and Cost

MATERIALS & SUPPLIES

State how each Material/Supply relates to the project.

List Items and Cost

* Items normally covered under F&A, such as office supplies, must be justified as being required by the scope of the work, can be easily identified to your specific project, and are above and beyond what would normally be covered under F&A.

OUTREACH

Field Days, Workshops, Educational Brochures, Fact Sheets and other outreach activities. ** No Breakfast is allowed on any Grant. **

Field Days & Workshops – includes costs of holding a field day or workshop. (e.g. Rental of facilities, cost of refreshments, equipment or supplies needed for the field day or workshop, and any other expenses associated with the preparation and execution of educational field days or workshops.) Provide details in the budget narrative. Any purchases of food or refreshments must be itemized and justified in the budget, the cost must be reasonable, and the justification must explain the estimated cost per person and why these items are necessary for the project. Also, must show the continuity of the meeting will be held at a remote location and involving non-UGA participants.

ALL OTHER DIRECT COSTS

Direct project charges not included in other categories. Description and cost must be included in budget narrative.

Some examples of direct charges include:

Communications – mailings, postage, faxes, telephone (These items are also considered indirect costs and if placed in budget should be exceptional in nature and justified as it relates to the project).

Photocopying – in-house copying (not commercial printing) for materials associated to the program.

Service Maintenance – Maintenance contracts in direct correlation to use of equipment for the project (e.g. 50% use of equip for project, 50% of svc contract applied to budget costs).

Conference / Meetings – includes costs of holding a conference or meeting. (e.g. Rental of facilities, equipment for meeting, honorariums, speaker fees, travel and per Diems for participants.) Provide detail in the budget narrative.

Speaker / Trainer Fees – Provide speaker information, description of services, and fees.

Honorariums – Provide recipient information (if known) or number expected, reason for need, and fee associated with the honorarium.

Subcontracts – Include a plan of work, budget, and detailed budget narrative. Use these same required budgetary detail guidelines.

Consultants – Provide the name & organization of the consultant, a statement of work, funds being charged to the project. Also provide a copy of the resume/vita.

INDIRECT COSTS

Section 704 of the Consolidated and Further Continuing

Appropriations ACT, 2012 (P.L. 112-55) limits indirect costs to

10 percent of the total Federal funds provided. Therefore,

when preparing budgets limit your requests for recovery of

indirect costs to the lesser of your institutions’ official

negotiated indirect cost rate or the equivalent of 10 percent of

total Federal funds awarded. 11.111% of Total Direct Costs is the

Equivalent of 10% of the Total Federal Funds Awarded.

If your institution has never had a federally negotiated indirect rate agreement (NICRA), you may include indirect costs as a line item in your budget at a maximum rate of 10% modified total direct costs. This is the de minimus rate approved under Uniform Guidance (2 CFR 200.414). The calculation of the modified total direct cost base must adhere to the definition of modified total direct costs in 2 CFR 200.68.

TUITION - NOT ALLOWED

MATCHING FUNDS / COST SHARE – NOT REQUIRED

*Note: If you have concerns regarding budget placement of items please contact me for assistance. Jami Sealey at 770-467-6083 or by email at